Shadow Lake Village

Minutes for the Business Meeting

April 28, 2005

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     Kevin Byrne

Ø     David Anderson

Ø     Walter Lohmann

Ø     Father Joe Quinlan

Ø     Ned Hammond

Ø     Roger Nicholson

Ø     Cathleen Sullivan

Ø     Warren Van Nosdall

Ø     Angela Vullo (Excused)

Administration Manager:

Ø     Richard Carpenter

Maintenance Manager:

Ø     Jim Sullivan

Security Manager:

Ø     Captain Albert Byrnes

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Approval of Minutes:

Motions to approve preliminary drafts of the minutes for the March 17th Workshop Mtg. and the March 24th Business Mtg.(with change to date of motions)  were made by Dave Anderson/Walter Lohmann and Dave Anderson/Cathleen Sullivan respectively.  All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Warren presented the results of the operating fund for the first quarter of 2005 (attached).

Maintenance Report:

By Jim Sullivan:

Ø          329 work orders were received in March.  Of those, 310 were completed and 19 remain open.

Ø          Advised siding/painting is ongoing.

Ø          Advised street sweeping will be finished on Monday.

Ø          Advised irrigation pump is on.

Ø          Advised Cavanaugh’s has 5 buildings scheduled for treatment left to finish this year.

Ø          Advised golf shed will be completed in 1 week.

Ø          Awaiting 3 proposals for Andover Court sewer renovations

Ø          Awaiting permits from Middletown Township in reference to 7 Loch Arbor Way.

Ø          Advised concrete repairs will start on May 2nd.

Security Report:

By Captain Al Byrnes:

Ø          Street sweeping starts around 7AM, advised cars need to be moved before then.

Ø          Advised dog waste should be disposed in resident’s personal trash only.

Ø          Advised residents need to use their assigned parking spaces.

Ø          Advised resident’s aides should be made aware of local emergency procedures.

Administration Report:

By Richard Carpenter:

Ø          Advised Board of Trustee candidates resumes will be put in the May Chatterbox as inserts.

Ø          Advised sewer back ups on Lexington Court resulted in a cleaning charge of $5920.  Our insurance company denied the claim, follow up is still necessary with the resident’s homeowners insurance.

Ø          Advised insurance claim for the Comcast truck hitting the guard house is ongoing. 

Ø          Rich Carpenter has received Attorney Martin Barger’s approval in reference to the Restrictive Covenant form.  Residents will be required to fill out a Restrictive Covenant for modifications to their unit.

Ø          Rich Carpenter has met with Architectural Designers from Falcon Engineering and Berkowski and Associates in reference to proposals for the Clubhouse renovation.  Proposals will be requested from 2 other companies.

Residents’ Comments/Business:

Ø          John Petracca of 39 Auburn Court asked if there is any consideration to change the design of the guard house to prevent cars from striking the overhang.  The Board of Trustees advised it is being considered.

Ø          John Petracca requested that building on Auburn Court be checked for termites.  Ned Hammond advised evidence of termites is necessary before treatment.

Ø          Sandy Dwyer of 9 Belmont Court requested that the Board of Trustees reconsider moving Maintenance Assistant to the Administration Office.

Ø          Al Zaleski of 20 Falmouth Court was concerned in reference to the late notice residents were given for street sweeping.  Warren Van Nosdall advised that Wentworth Connect should help future communication with residents.

Ø          Resident of 140 Lexington Court advised outside carpet needs to be replaced.                                                                                                                                                                                                                                                                                                                                                                                                                                                                     

 

 

Trustee Reports:

Ø          Roger Nicholson advised Tree & Shrub Committee/Landscape Committee met and will be revising their procedures.  Committee’s would like the Board of Trustees to consider combining the committees.

Ø          Ned Hammond advised Management transition is ongoing. Board members are reviewing job descriptions for Community Manager, Assistant Manager, Facility Manager and Customer Service Representative.  Rich Carpenter, Joyce Bellew and Jenn Allen will work together in the Clubhouse. 

Ø          Dave Anderson advised there are 3 openings with 3 year terms for the Board of Trustees.  The deadline for nominations was Friday, April 22nd.  Pre-Election meeting is May 17th at 7:30 pm, Candidates Night is May 22nd at 7:30 pm and Election Day is June 9th with a 1:00 pm deadline for ballots.

Ø          Cathleen Sullivan advised Saturday May 21st is the Socializers Walk-A-Thon.  The Volunteer Reception on June 10th is open to all volunteers.  Pet Club Flea Market is Saturday, May 14th.

Ø          Walter Lohmann requests that all residents be familiar with Shadow Lake Village Rules and Regulations which have been updated.

Ø          Kevin Byrne advised June 4th from 9 am to 3pm at the Ramada Inn in Toms River is a CAI seminar/workshop.  Topics covered are sources of income, laws, financials, etc.

April 28, 2005 Motions:

Ø          Warren Van Nosdall/Roger Nicholson made a motion to approve Falcon Engineering’s proposal to perform a Capital Reserve Analysis, which would include a preventative maintenance program, in the amount of $8500, with the understanding that this expense will be paid for from the Interest Income of the Replacement Reserve Fund.  All Board members present voted in favor.

Ø          Walter Lohmann/Warren Van Nosdall made a motion to reaffirm the telephone vote of the Board of Trustees approving the pool painting contract to American Pool in the amount of $3453.  All Board members present voted in favor.

Ø          Warren Van Nosdall/ Roger Nicholson made a motion to approve acceptance of $566 as other income which results from a bank error made by First Trust Bank in May 2001, as recommended by our Accountants from Wilkin & Guttenplan.  All Board members present voted in favor.

Ø          Dave Anderson/Warren Van Nosdall made a motion to accept $100 donation from the Women’s Club.  All Board members present voted in favor.

Meeting adjourned

Respectfully submitted,

Richard Carpenter                                                David Anderson

Administration Manager                                       Board Secretary